HomeMy WebLinkAbout20253331 tY THE SCANNING
COMPANY
8591 Prairie Trail Dr,Suite C300
Englewood ,C0 80112
www.thescanningcompany.com
888-750-SCAN(7226)
Weld County
Statement of Work
PREPARED FOR: PREPARED BY:
Skyler Whitmore Mark Hankinson
Weld County Business Development Account Executive
1402 N 17th Ave. (303) 475-1173
Greeley, CO 80631
(970) 400-2557
swhitmore@weld.gov
Confidentiality Agreement-Notice to Recipients
This proposal contains proprietary and confidential information owned by TSC. This proposal is for informational purposes only and for the Recipient only and is not authorized
for distribution to anyone other than the Recipient. Recipient acknowledges and agrees that to protect TSC's interest in its proprietary and confidential information,this
proposal will be maintained in strict confidence and will not be disclosed to third parties. Proposal will not be used by the Recipient for any purpose other than considering
whether to enter into an agreement with TSC without the express written consent of TSC. Neither this proposal nor the information contained herein may be reproduced or
used for any other purpose.The reader acknowledges that the information provided by TSC in this proposal is confidential;therefore,reader agrees not to disclose it without the
express written permission of TSC.
It is acknowledged by reader that information to be furnished in this proposal is in all respects confidential in nature,other than information which is in the public domain
through other means and that any disclosure or use of same by reader may cause serious harm or damage to TSC and their members.Please return this proposal immediately to
Q`).4., THE SCANNING Cony
IP COMPANY
10/15/2025
Skyler Whitmore
Weld County
1402 N 17th Ave.
Greeley,CO 80631
(970)400-2557
swhitmore@weld.gov
Dear Skyler Whitmore,
Thank you for the opportunity to evaluate Weld County document conversion needs. TSC fully understands the
requirements and the scope of work requested and has outlined details within this response.
To get a glimpse of our expertise,we invite you to watch our brief video showcasing our advanced document scanning
techniques. This two-minute video highlights our commitment to precision,efficiency,and customer satisfaction.We're
confident it will demonstrate the value we can bring to your organization's document management:
Why Partner with The Scanning Company
If you have any questions or concerns,or just need clarification on items within this response, please do not hesitate to call
me.
Sincerely,
Mark Hankinson
Mark Hankinson-Business Development Account Executive
mark.hankinson@thescanningcompany.com
(303)475-1173
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Statement of Work
Description of Work to Be Performed(Services)
TSC will provide fully trained and qualified document imaging personnel that will disassemble the documents provided by
Weld County,scan the records,and then hold the records at the secure TSC facility at no charge for up to 60 days.See terms
and agreements for alternative file handling options. TSC will QC the scanned images and associate the appropriate metadata
with the scanned image (as defined by this SOW). The QC process will include page verification and the image has been
scanned to the best available quality of the original document. Defective images and invalid metadata found during quality
control, if any,will be corrected by TSC.
1. Client Contact Information:
Skyler Whitmore Weld County
(970)400-2557 1402 N 17th Ave.
swhitmore@weld.gov Greeley,CO 80631
2. Vital Statistics-Total Approximate —
2.1. Estimated 16 Standard Size Boxes 15".
2.2. Estimated 42,750 Small format Images
2.3 Estimated 2,250 Large format Images
2.4 Estimated 25 Clear Sheets
2.3. Estimated 45,000 Total Images
3. Secure Document Transportation
3.1 TSC will collect documents for conversion from Client at Weld County Planning Department 1402 N 17th
Ave. Greeley,CO 80631.TSC uses only TSC personnel for document transportation. Client will have files
boxed in standard 12"x 15" document storage boxes prior to pick up.TSC can supply boxes and boxing
services as an optional service.
4. Document Condition&Preparation
4.1. The general condition of your documents to be imaged is defined as follows:
4.1.1. Level 1 as defined below.
4.1.2. Documents will be within files or file folders,some loose papers.
4.1.3. Any spiral or fixed binding will be removed during prep.
4.1.4. Bands,staples, paper clips and binder clips may be present.
4.1.5. Pamphlets or bound items will be cut at the spine. Excessive amounts of bound items will be
brought to the Client's attention for authorization and additional charges may apply.
4.2. Level 1 Document Condition-- Documents in groups of at least 30 consecutive pages or the same size paper
and can be automatically fed. Each group may be separated by a single band, staple, clip, index tab, post-it,
and slip sheet or placed in a file folder or red well.
4.3. Level 2 Document Condition -- Documents in groups of 1-30 consecutive pages, which can be automatically
fed. Each group may be separated by a single band,staple,clip, index tab, post-it, and slip sheet or placed in
a file folder or red well. Computer forms in good condition. Removal from ACCO fasteners needed, minimal
taping, different sized documents.
4.4. Level 3 Document Condition —Though unlikely, some documents may require additional attention due to
damage, ultra-light/dark information, or odd sizes. These documents will be treated with extra care at an
hourly rate. All level 3 document work will require pre-approval
from Weld County prior to start of imaging.
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5. Document Re-Assembly
5.1. Documents will not be reassembled or refoldered.
6. Document Scanning
6.1. All paper images will be scanned.
6.2. All other media (i.e.VHS, 16mm film,discs,CDs,etc.)will be removed and returned.
6.3. Physical folders will not be scanned
6.4. Images will be scanned at a resolution of 300 DPI.
6.5. Images will be scanned in B/W.
6.6. Images will be scanned into one multi-page PDF file per folder.
6.7. Any sealed envelopes will be opened and scanned unless otherwise directed.
7. Document Indexing and File Type
7.1. Indexing for Paper: By Folder, By Folder Title
7.2. File name sample:Case number.PDF
7.3. File type—PDF, File Name—ALLCAPS.PDF, Punctuation(Dashes,Commas,etc.)will be skipped.
7.4. The Index file provided by Weld County will include the case number(also written on the file folders).
Each folder contents will be scanned as one PDF, named by the case number(from spreadsheet)and the
file name will be documented on the client provided master spreadsheet. If there is not an entry in the
master spreadsheet,follow the same process of scanning and saving but enter the case number and file
name on a separate provided spreadsheet. Do not modify the original spreadsheet except to add the file
name. TSC shall provide updated output index file to include case number and file name based on
provided spreadsheet template.
7.5. Any loose paper not within a file will be added to an "Miscellaneous Documents"folder.
7.6. Any empty folders will contain a digital image indicating"Empty Folder".
7.7. Indexing information will be readily found on the Folder or on the First Page within the
folder.
8. Document Destruction,Return,or Storage
8.1. Upon completion of the document conversion process,TSC will hold documents for 60 days at no additional
charge.
8.2. After 60 days,all physical files will be destroyed utilizing NAID-Certified destruction and all digital data
will be deleted from TSC's servers.
9. Quality Control and Rush Pull Requests
9.1. TSC's enhanced quality control-TSC follows all generally accepted standards for quality control in this
industry. TSC will perform a visual inspection of all documents scanned to ensure the readability and to
provide the best possible reproduction of the original hardcopy. Any images that do not meet our quality
standards will be rescanned or reprocessed free of charge.
9.2. Rush Pull Requests—TSC's service level agreement(SLA)for any files needed during the conversion process
is 8 business hours. TSC will make every effort to digitally return any file requested much sooner. During
the scanning process, Rush Pulls(two(2)or less per month) are provided free of additional charge if Client
provides box number and file name for retrieval.Additional charges may apply to jobs exceeding more than
five(5) pulls per Month or requiring extensive searches through Client materials(See Exhibit A).
10. Deliverables—Images and Indices and Reporting
10.1. TSC will deliver images via FilesAnywhere.com.
10.2 Alternative delivery methods,such Secure FTP/HDD/USB Flash Drive are available upon request. Charges
may annly for any nhvtiral media deliveries.
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COMPANY
Exhibit A:
All levels of document conversion pricing will include capture of documents,image enhancement,de-skew,de-speckle,border removal,
image quality control,any necessary re-scans,as well as formatting for Weld County's internal required format. All pricing is effective for
30 days.The quoted total image count reflects an estimation of the total project size.Weld County will only be billed on actual image
count statistics post-imaging.Pricing and volume discounts are based on certain assumptions derived from information and volume
estimates received from client. If TSC was unable to perform a sample test,prices are subject to change prior to start of job and after
customer consent.
Conversion Pricing Unit Unit Price Extended
Project Management(Up to 4 Hours) Per Project Included Included
One Time Document Reconciliation 10 Hours Per Hour $ 50.00 $ 500.00
Document Preparation Per Hour Included Included
Quality Control—TSC Enhanced Standards Per Hour Included Included
Document Scanning(Up to 11"x 17") Per Image $ 0.0687 $ 2,938.00
Large Format(Flat/Rolled)Scanning(Over 11 x 17) Per Image $ 1.00 $ -
Large Format(Folded)Scanning(Over 11 x 17) Per Image $ 1.25 $ 2,813.00
Clear Sheets Per Image $ 0.50 $ 12.50
Document Indexing/Data Entry(Up to 25 Characters) Per Image Included Included
OCR(Optical Character Recognition)for full text searchable PDFs Per Image Included Included
Secure NAID-Certified Document Destruction(Shred) Per CF. Included Included
Secure Document Transport(Greeley,CO 80631) Per Trip $ 425.00 $ 425.00
Secure FilesAnywhere.com Delivery Per Account Included Included
Optional Services Unit Unit Price Extended
TSC-supplied boxes and boxing labor Per Box $ 9.00 N/A
Project Management(Exceeding 4 Hours) Per Hour $ 150.00 Optional
Image by Image QC/Administrative Services Per Hour $ 55.00 Optional
Section-Level Indexing Per Image $ 0.0075 Optional
Document-Level Indexing Per Image $ 0.0150 Optional
Re-Assembly Level 1(Files back in folders without staples or bindings) Per Image $ 0.0100 N/A
Re-Assembly Level 2(Files back to original state with staples or bindings) Per Image $ 0.0300 Optional
Extended Document Storage Standard Box(15") Per Box $ 2.50 Optional
Extended Document Storage Large Box(24") Per Box $ 5.00 Optional
Estimated Project Total - $6,688.50
Estimated Advance Payment $ 1,337.70 20%of Project Due at Start
Estimated Progress Payment $ 3,344.25 50%of Project Due at Midpoint
Estimated Final Payment $ 2,006.55 30%of Project Due at Completion of Project
rpTHE SCANNING Cony
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Terms & Conditions
Services.Company agrees to provide the technology and scanning services as more fully described above(the"Services")to the
undersigned Client in accordance with the terms and conditions set forth in this agreement(the"Agreement").It is acknowledged and
agreed the Services shall be limited to only those Services described in this Agreement.
Ownership.Client shall retain exclusive ownership of all documents and other Client property provided to Company in connection with
the Services.Company shall retain exclusive ownership of all its systems and other Company intellectual property used in the
performance of the Services.
Pricing and Payment.The Fees for the Services are as set forth in Exhibit A and all reasonable expenses incurred by Company in
connection with the Services which have been approved by Client.Client agrees to pay all invoices when due and as set forth herein(Net
Terms application can be made available by request).Any amounts not paid when due will bear interest at the rate of 1%:%per month,
and Client shall be responsible for all costs of collection by Company,including amounts paid to third parties and attorney's fees.At
Company's discretion and upon written notice to client,Company may increase the Fees at any time.Unless otherwise agreed upon in
writing by Company,prior to the commencement of any of the Services by Company,Client agrees to pay Company an amount equal to
twenty(20%)of the Estimated Project Total as an advance payment(the"Advance"). Further,in the event the Estimated Project Total is
greater than$10,000.00 Client agrees to pay Company an additional progress payment equaling fifty(50%)percent of the Estimated
Project Total.The Progress Payment shall be due at Company's estimation of the Services being halfway completed. In the event Client
fails to make either the Advance or the Progress Payment within thirty(30)days following the date of Company's invoice,Client shall be
deemed to be in material breach of this Agreement. The balance of all amounts and Fees due shall be due upon completion of the
Services.
As applicable under a Project,Company,at its discretion,may upload completed Documents to Files Anywhere or a similar database in
"view only"format for the Client's review for a period of not more than thirty(30)days. Upon Company's receipt of all amounts due for
the Project,Company shall permit the download of the Documents.
Term and Termination.The Term of this Agreement shall commence on the date of full execution of this Agreement by Company and
Client and shall terminate the earlier of:(i)the completion of the Services,as determined by Company,or(ii)6 months from the
commencement date.Company may immediately terminate this Agreement if Client is in breach of any material term of the Agreement,
including failure to pay any invoice when due.
Confidential Information.The parties agree to maintain in confidence and not to disclose to any third party either during or after the
term of this Agreement,any information of any nature whatsoever furnished by one party to the other,except for information which is,or
becomes,public or general industry knowledge other than through the fault of the party to this Agreement receiving such information.
The parties further agree not to use any such information in any way,directly or indirectly,except as required in the course of the
performance of this Agreement.
Warranties and Indemnity.Client represents and warrants to Company as follows:(a)none of the materials provided Company by Client
in connection with the Services infringe on the intellectual property rights of any third party,and(b)the Services requested by Client,
including the materials provided by Client to Company,and the use of the materials resulting from the Services do not violate any
applicable laws or regulations.To the extent permitted under Colorado law,Client shall indemnify,defend,and hold Company its
affiliates and their respective officers,directors,employees,and agents harmless against any and all claims,liabilities or lawsuits and
agrees to pay all losses,costs,damages and
expenses,including reasonable attorney's fees,which arise out of or relate to Client's breach of any material term of this Agreement,
including but not limited to the representations and warranties set forth herein.
Disclaimer.THE SERVICES ARE PROVIDED"AS IS"AND COMPANY MAKES NO WARRANTIES OF ANY KIND,EXPRESS OR IMPLIED,
INCLUDING,BUT NOT LIMITED TO,ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH
RESPECT TO THE SERVICES FURNISHED TO CLIENT.COMPANY DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SERVICES
OR THAT ACCESS TO THE SERVICES WILL BE UNINTERRUPTED AT ALL TIMES OR ERROR FREE,THAT ALL DEFICIENCIES,ERRORS,DEFECTS
OR NONCONFORMITIES WILL BE CORRECTED OR THAT THE SERVICES WILL MEET CLIENT'S SPECIFIC REQUIREMENTS.
Contract Form
Entity Information
Entity Name* Entity ID* New Entity?
THE SCANNING COMPANY @00050498
Contract Name* Contract ID Parent Contract ID
SOW FOR PLANNING FILES (SPRS) IMAGING 10103
Requires Board Approval
Contract Status Contract Lead* YES
CTB REVIEW SWHITMORE
Department Project#
Contract Lead Email
swhitmore@weld.gov
Contract Description*
SOW AND TERMS
Contract Description 2
Contract Type* Department Requested BOCC Agenda Due Date
AGREEMENT INFORMATION Date* 11 /1 5/2025
TECHNOLOGY-GIS 11 /19/2025
Amount*
S6,688.50 Department Email Will a work session with BOCC be required?*
CM- NO
Renewable* InformationTechnologyGI
NO Does Contract require Purchasing Dept. to be
S@weld.gov
included?
Automatic Renewal Department Head Email
Grant CM-
InformationTechnologyGI
IGA S-DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date Review Date* Renewal Date
02/28/2026
Termination Notice Period Expiration Date*
Committed Delivery Date 02/28r'2026
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 12iO3i2025
Approval Process
Department Head Finance Approver Legal Counsel
RYAN ROSE CONSENT CONSENT
DH Approved Date Finance Approved Date Legal Counsel Approved Date
12/03/2025 12/03/2025 12/03/2025
Final Approval
BOCC Approved Tyler Ref#
AG 120825
BOCC Signed Date
Originator
BOCC Agenda Date
SWHITMORE
12/08/2025
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